CFUZ Studio Handbook

Author(s): Dave Del Rizzo Department: Programming Department Version: 1.0 Date: 2019-04-20

Programming Department 1. INTRODUCTION 3 2. ASSUMPTIONS & CONDITIONS 4 3. SYSTEMS OVERVIEW 5 3.1. File Handling & Storage 5 4. BROADCAST USING THIS TOOL (B.U.T.T.) 7 4.1. Software Overview 8 4.2. Recording and Broadcasting Audio 16 4.3. Exiting B.U.T.T. 19 5. FILE HANDLING 20 5.1. Locating the Recording Output 20 5.2. Keeping the CFUZStudioOutput Folder Clean 21 5.3. Renaming the Output File 22 5.4. Renaming the Output Files for Long Programs 23 5.5. Summary of File Handling Steps 23 6. METADATA 25 6.1. Kid3 25 6.2. Editing Metadata 26 6.3. Metadata Format 28 6.4. Saving the Metadata 31 6.5. Copying Metadata From a Previous Episode 32 6.6. Metadata for Multi-Part Episodes 32 6.7. Summary of Metadata Editing Steps 33 7. LOGS 35 7.1. Logging at CFUZ 35 7.2. Accessing Google Docs 35 7.3. Anatomy of a Program Log Page 36 7.4. Google Docs Tips & Tricks 41 7.5. Summary of Logging Steps 45 7.6. Looking Forward 46 8. UPLOADING TO AIRTIME 47 8.1. Uploading a Program Episode 47 8.2. Placing a Program Episode Into the Broadcast Schedule 51 8.3. Summary of Airtime Uploading Steps 59 8.4. Looking Forward 59 9. UPLOADING TO WEBSITE 60 9.1. The CFUZ Website 60 9.2. Uploading a Program Episode 61 9.3. Summary of Website Uploading Steps 66 9.4. Looking Forward 67 10. FILE STORAGE 68 10.1. Storing Files on the Studio Control Computer 68 10.2. Taking Files Out of the Studio 68 10.3. Summary of File Transfer to USB Stick Steps 69 10.4. Looking Forward 69 11. TROUBLESHOOTING INDEX 70 A. SHORTCUTS APPENDIX 71 A.1. Summary of File Handling Steps 71 A.2. Summary of Metadata Editing Steps 71 A.3. Summary of Logging Steps 72 A.4. Summary of Airtime Uploading Steps 72 A.5. Summary of Website Uploading Steps 73 A.6. Summary of File Transfer to USB Stick Steps 74 B. GENRE METADATA TAG DIRECTORY APPENDIX 75 C. DOCUMENT HISTORY APPENDIX 76

CFUZ Studio Handbook 2 1. INTRODUCTION In January of 2016, the Peach City Community Radio Society signed its first lease for studio location at the Cannery Trade Centre. During the first year of tenancy, volunteers within the society spent their spare evenings and weekends transforming an unused storage space, to a quaint and cozy studio and office space, that would serve the needs of our organization, as we journeyed towards a terrestrial FM signal. The eventual design of the studio centred around providing adequate space for equipment and personnel to operate a community radio station. This design took into account a small number of people, producing content alone, or in pairs, with the ability to accommodate the occasional special event or function. The studio is equipped with some state-of-the-art equipment, some custom made technology, and even more hand-me-down and donated items. All components have been fit together in such a way that a minimal amount of effort on the part of a producer or host can man the studio properly, and produce content on their own. The CFUZ studio has evolved over time. This evolution will continue, likely as long as Peach City Radio itself exists. This document is intended to walk a CFUZ program host through the steps of producing and submitting your episode to the station systems. It will provide overviews of all processes, in addition to the details behind each process, in order to enlighten studio users on the how and why of studio operations. This document is part of an initiative made possible by the Community Radio Fund of Canada, the only organization mandated to financially support campus and community radio stations in Canada.

CFUZ Studio Handbook 3 2. ASSUMPTIONS & CONDITIONS This section describes any assumptions and/or conditions that have been taken into account at the time of writing this document. Please note that this document is considered organic and is subject to updates and revision control. If you note an error or require clarification of any content within this document, please contact the Program Director via email to [email protected] with detailed information regarding your inquiry. This document will be updated as necessary, and updated will be logged in the Document History Appendix. A host is a person who is responsible for producing a program at CFUZ. A host may also be referred to as a programmer, or a producer of content. A program refers to a series of episodes that are grouped under the same title, usually by the same host/producer. An episode is one product of content, made by a host/producer, that is associated with a program. The episode is usually the length defined by the program itself. Episodes should always be the same length, so that they fit into the time slot assigned to the program to which they belong. This document is written under the assumption that the reader is a CFUZ program host or producer. That the reader has completed all required training, has access to the CFUZ studio, and is approved to host a program. This document is written under the assumption that all program hosts and producers have been trained to use, or are familiar with the Broadcast Using This Tool (B.U.T.T.) tool for recording and broadcasting their content. This document is written under the assumption that the reader is a competent user of the studio, insofar that they are able to power the studio up, and engage in the recording or live broadcast of a program using the B.U.T.T. tool. This document pertains to all programs, regardless of length, genre, style, etc… This document assumes that all programs are recorded at the preferred CFUZ bitrate and encoded as an mp3 file. Later sections of this document focus on the physical mp3 file that results from the completed recording of a program episode.

CFUZ Studio Handbook 4 3. SYSTEMS OVERVIEW 3.1. File Handling & Storage

Upon completion of a CFUZ program episode, there are three distinct and separate locations in which the final audio file are required to be located. They are: 1. The CFUZ Airtime Library, 2. The CFUZ website podcast archive, and 3. The CFUZ episode archive. Each of these systems are isolated from one another, and provide us with a redundant and completely orthogonal backup of each and every episode that is produced at CFUZ. This includes episodes of programs that reach back to our first on-air test broadcast from the Penticton Museum in the spring of 2011.

3.1.1. The CFUZ Airtime Library

The CFUZ Airtime Library refers to the pool of CFUZ programs, along with over 20,000 audio files, station IDs, sponsor mentions and other bumpers and stingers that populate the library for our automation system. It is from this library that repeats of programs are scheduled on a weekly basis, and at times, old episodes are programmed when hosts are unable to make their live time slot in any given week. Eventually, all program producers will be responsible for uploading their content to the Airtime server. If you do not currently perform this task, do not fret! However, look forward to the day when you are contacted and offered the opportunity to learn how to do this. It’s not difficult, or complicated!

3.1.2. The CFUZ Website Podcast Archive

The CFUZ website podcast archive refers to the cache of episodes that are available by visiting the CFUZ website. This archive is available to the public for on-demand streaming or download. Currently, this archive contains all available episodes of programs. However, it is likely that the number will be limited to the previous 100 episodes of any given program. This will become necessary to limit the amount of space we occupy on our shared service, and also to prevent the public from accessing historical episodes which most likely lose their relevance after approximately 2 years. Eventually, all program producers will be responsible for uploading their content to the CFUZ website archive. Most are already aware of how to do this, and for new program producers, you will be sent information on how to proceed soon after you begin releasing your program. The upload mechanism to the website will change in the future to make this task even easier than currently described within this document.

CFUZ Studio Handbook 5 3.1.3. The CFUZ Episode Archive

The CFUZ episode archive is an archive that is managed by the Program Director. Program producers and hosts are not required to upload or copy their completed episodes to this archive, as the episodes are taken from one of the previously described archives to populate the episode archive. This archive is maintained for posterity, and is intended to contain all episodes from all programs ever produced at CFUZ.

CFUZ Studio Handbook 6 4. BROADCAST USING THIS TOOL (B.U.T.T.) The CFUZ Studio is a self-contained system, designed to allow a program host or producer to create episodes of their program, using audio sourced from microphones, CD, LP, studio computer, auxiliary inputs, and even telephone lines. These audio inputs are all connected to the main CFUZ Studio console, a device that allows users to moderate the input levels and choose which audio source is fed into the program output at any given time. The studio console provides an analog to digital interface - it converts analog inputs into the console, into a digital output, which is sent to the studio1.cfuz computer host. This function is referred to as encoding. Designing the studio in this manner permits the ultimate in flexibility. As a result, the source of audio which feeds into the CFUZ transmitter need only be connected by an ethernet connection (wired or wireless). This allows our studio source to be either the physical CFUZ studio, or any remote system able to connect to the transmitter via ethernet. In order to allow this flexibility to occur, the sound source (in our case, the studio) requires a streaming tool that can take the digital audio from the console, and transfer it over ethernet to the CFUZ automation computer. The tool chosen to fulfill this role at CFUZ is called Broadcast Using This Tool or colloquially as B.U.T.T.

LP MICROPHONE CD AUX/LAPTOP

RADIO TRANSMITTER

AUTOMATION SERVER

MIXING CONSOLE

B.U.T.T. STUDIO SOFTWARE COMPUTER INTERNET STREAM

CFUZ STUDIO

A SCHEMATIC VIEW OF THE STUDIO AUDIO PATH, SHOWING WHERE THE B.U.T.T. SOFTWARE FITS IN RELATION TO THE MIXING CONSOLE, AND STUDIO COMPUTER, AND THE AUTOMATION SERVER. NOTE THE CFUZ STUDIO IS BOUNDED BY THE DASHED LINE.

CFUZ Studio Handbook 7 4.1. Software Overview

The B.U.T.T. software tool is a basic, yet powerful software tool which allows users to stream and/or record the audio created within the CFUZ Studio. The operation of the tool is fairly simple and straight forward. Care has been taken in the setup and configuration of the tool to provide consistency of recording audio levels amongst all users of the system. This section will outline the various configuration parameters that have been set in the tool, providing a guide and default values for various parameters. This section will also provide a reference for users who require to return settings to default values, should they find that default values have been changed and not reset by previous studio users.

FUN FACT The studio1.cfuz computer, and all the software residing on that computer are a shared resource. All approved CFUZ Studio users have access to these tools, and are asked to use them as they are configured. Users are advised not to adjust any B.U.T.T. configuration values. If users choose to ignore this advice, they are asked to ensure they return all values to their default settings prior to exiting the studio, so that subsequent users are not left to troubleshoot the configuration of the equipment while preparing for their program.

This section will also describe default behaviour for the BUTT tool, and the philosophies behind those decisions.

4.1.1. The Interface

The B.U.T.T. program is accessed from the dock on the main desktop. The icon resembles a line drawing of a speaker, and is depicted in the following figure.

THE B.U.T.T. ICON IN THE DESKTOP DOCK.

A single click on this icon will open the B.U.T.T. interface on the main window.

CFUZ Studio Handbook 8 THE B.U.T.T. MAIN INTERFACE, WITH THE SETTINGS TAB OPEN. USERS MAY OPEN AND CLOSE THE SETTINGS WINDOW WITH THE SETTINGS BUTTON (INDICATED).

The main B.U.T.T. window has 3 major sections. These are the status window, the control area, and the log window. The areas are illustrated in the following figure.

STATUS WINDOW

CONTROL AREA

LOG WINDOW

ILLUSTRATING THE BASIC AREAS ON THE MAIN B.U.T.T. WINDOW.

Information displayed in the status window gives the user an indication as to the status of the operation of the program at any given time. This window will display text showing that the program is in one of the following states:

CFUZ Studio Handbook 9 • Idle : The program is not recording or streaming content. The program is sitting idle, waiting for further instructions. In this state, the level indicators will display sound levels of any input signals, but no output is generated. • Record Time : The program is currently recording input audio to an output file. The second line of the status window will show a counting clock. This clock indicates the amount of time elapsed since the recording was started. • Connecting : This status shows only briefly in the status window. The connecting status flashes after the play button is pressed to initiate a live stream, while the connection is being established. • Stream Time : The program is currently streaming audio to a remote computer, as well as recording that audio to an output file. The second line of the status window will show a counting clock. This clock indicates the amount of time elapsed since the live stream/recording was started. Also in the status window, users will note two small graphics on the right hand side. One resembling a play symbol (a triangle) and the other resembling a record symbol (circle). These are meant to indicate the status at a glance of the streaming and recording status of the software. If the graphics are greyed out, the functions are not active. Once the functions become active (ie. once streaming and/or recording has started) the icons ‘light up’ by changing to a colour and becoming brighter. Within the control section of the main window, there are 5 main features of which to take note: • Record Button : This button will initiate a recording to disk of the input audio stream. Output files are saved in a pre-determined location, and named according to a default naming convention (described later within this section). • Stop Button : This button will stop any output from the software. This includes both live streaming and recording. Upon pressing this button, the user will be prompted to verify their choice to stop the output, and must answer yes to actually stop the output. If the user ignores this dialog, the stream or recording will continue until action is taken. • Play Button : While this button resembles a play button, the function of this button is to initiate the streaming output of the software. If the output stream is configured properly, the software will begin streaming output to the destination computer when this button is pressed. The software is configured so that initiating an output stream also begins the recording feature, so that all streamed audio is simultaneously recorded to the disk on the computer. • Level Indicator : This display works in a similar fashion to the level indicator on the studio console. The LEDs on the indicator illuminate to represent the audio level input into the software. These levels should be very similar to the

CFUZ Studio Handbook 10 actual LEDs displayed on the console surface. For the most part, this display is meant to allow the user to monitor input levels, and ensure that audio is actually flowing into the software input properly. This indicator provides a quick visual verification that the system is working properly. Users should note that a sound check prior to streaming and/or recording is always a good idea. Levels on this display should never hit the red LED, and should be near to the top of the green LEDs while speaking into microphones, and may be significantly less for music (middle green). • Gain Control : This slider controls a gain adjustment applied by the software, to the input audio. Nominally, this gain slider should reside in the middle of the range (+0 dB). Users should take care to check that this slider falls close to the middle of the range prior to performing a sound check. Users should also take note that the gain slider should not be adjusted after commencing with a recording or a live stream. Doing so may have detrimental consequences to the live recording or stream. Users of the system have been advised not to adjust the gain slider in the B.U.T.T. program. Should users attempt to change the gain, they should remember to set the level back to the middle prior to exiting the program. This will prevent the subsequent user from suffering a problem with their session. While this cannot be guaranteed, all users are encouraged to check the gain setting of the B.U.T.T. window prior to starting their session, to verify that it sits at or near the centre of the range. The final section of the main display is the log window. Most users will find this section uninteresting, however, the information found within this window is extremely useful in the event that a problem has occurred, and the user is on the phone with a technical committee member. The information found within this window will be useful in attempting to find a solution to an anomalous activity or error with the system.

4.1.2. The Main Tab

The Main tab of the B.U.T.T. provides some very basic configuration parameters for the operation of the software. The Server Settings area provides the user with the ability to select their LIVE program name from the drop-down list of eligible programs. By selecting the appropriate name from this list, the user is configuring the B.U.T.T. software with the proper credentials to access the automation (Airtime) server during their program time slot. If a live connection doesn't happen as expected, this is the first place to check, verifying that the appropriate program has been selected.

CFUZ Studio Handbook 11 ILLUSTRATING THE MAIN TAB AREAS IN THE B.U.T.T. SETTINGS WINDOW. FUNCTIONS NOT REQUIRED BY STUDIO USERS ARE SHOWN WITH A RED X, AND FUNCTIONS REQUIRED BY THE USER ARE SHOWN WITH A GREEN CIRCLE.

The Airtime automation server is configured to not accept live streams from the studio when they are not scheduled, so users need not concern themselves that they might erroneously connect and interrupt the FM broadcast. Users should take care not to attempt to add, edit or delete these program entries, as the configuration of these values is done by the Program Director. The Stream Infos function is not used by CFUZ. The Log File indicates where the B.U.T.T. software writes log information to the local disk. Users should not attempt to modify this setting. The log file contains important information about the use of the software, which comes in handy for debugging software issues if they arise. Users are not required to Import or Export the B.U.T.T. configuration. Users are also not required to Save configuration information through this dialog. However, when the user exits the software at the end of their session, B.U.T.T. will ask if the configuration information should be saved, and the user should always respond YES.

CFUZ Studio Handbook 12 4.1.3. The Audio Tab

The Audio tab of the B.U.T.T. software provides access to the configuration of the audio device selection, and the settings for both streaming and recording. The following image is provided as a tool for allowing the user to reset settings to their default (accepted) states for recording and streaming from the CFUZ studio. Settings other than as depicted in this figure are not approved for ingestion into the CFUZ infrastructure. We ask that all programmers respect these decisions. Should programmers decide to ignore this advisory, they are asked to return the values to their default immediately at the end of their recording session.

ILLUSTRATING THE AUDIO TAB AREAS IN THE B.U.T.T. SETTINGS WINDOW. USERS ARE NOT REQUIRED TO MODIFY ANY OF THESE SETTINGS. THIS DIAGRAM IS PROVIDED TO DISPLAY DEFAULT SETTINGS ON THIS TAB.

LIVE programs should not vary from these settings in any way shape or form. Doing so may prevent the system from handling the load of the stream, and cause interruption, potentially leading to dead air. In the Main Audio Settings area, the selection of the Audio Device refers to the configuration of the input source for sound into the software. This should always be set to Default PCM device, with the Stereo channel selected at a Samplerate of 44100Hz.

CFUZ Studio Handbook 13 For Streaming and Recording, the software is configured to use the MP3 audio codec, with an encoding rate of 128kbps. These values need not ever be changed from their defaults as shown.

FUN FACT The selection of 128kbps encoding rate for digital streaming may be controversial for some. This rate was chosen as it allows for an adequate balance between spoken word and music fidelity audio encoding, while permitting a moderate bandwidth use in streaming services, and the capability of handily storing a relatively large amount of audio in our archive.

4.1.4. The Record Tab

The Record tab of the B.U.T.T. software allows the user to modify settings related to the recording of audio onto the studio computer. These configuration parameters do not affect the streaming of live content in any way shape or form. In most circumstances, users have no need to modify any parameters in this tab. The figure permits users to note the default settings.

ILLUSTRATING THE RECORDING TAB AREA IN THE B.U.T.T. SETTINGS WINDOW. USERS ARE NOT REQUIRED TO MODIFY ANY OF THESE SETTINGS. THIS DIAGRAM IS PROVIDED TO DISPLAY DEFAULT SETTINGS ON THIS TAB.

CFUZ Studio Handbook 14 The Record File Name parameter contains the formula by which the filename of newly recorded content is calculated. The default value in this field should always be: CFUZStudio-%y.%m.%d.%H.%M.%S-%i.mp3 This formula generates a filename for files that indicates the timestamp of creation for each file. This ensures that filenames are unique, and makes it simple for users to verify at a glance which file they are responsible for in the CFUZStudioOutput folder. The Record Directory specifies the folder into which B.U.T.T. recordings are directed as they are initiated. While the figure depicts a blank field, the value of this field should always be /Users/studio/Music/CFUZStudioOutput It is not recommended and highly ill advised for users to change this field at any time. The Split File section of this window specifies how often B.U.T.T. splits files, by specifying how long the maximum file length of an audio output file can be. During a recording, the B.U.T.T. software will split files according to this length. Note that this does not affect live streaming in any way, this setting only affects local files saved to the studio computer. For instance, if the user has a 2 hour live program, the stream will continue through the 60 minute mark with no change, however at the 60 minute mark, the first hour recording will be closed off into one file, and a second file will open to receive the second half of the program recording. Most users have no need to adjust or change this setting. The exception would be for programmers hosting pre-recorded 2 hour episodes, who might prefer to split their episode after the 60 minute mark. Users requiring this functionality should consult with the Program Director to ensure that they understand the functionality of this feature prior to using it. Users who choose to use this feature should always remember to return the setting to its original default values at the end of their session. The Start recording when connected checkbox should always be checked. This ensures that audio is recorded simultaneously when live streaming, and prevents users from having to initiate a recording separately in that circumstance.

4.1.5. Other Settings

The Stream, DSP, and GUI tabs on the B.U.T.T. settings window are not covered here, as they contain no useful configuration parameters requiring any concern by software users. Users should avoid navigating to these tabs, and changing any settings.

CFUZ Studio Handbook 15 4.2. Recording and Broadcasting Audio

Recording and broadcasting of audio using the B.U.T.T. software is now the only supported means of generating audio in the CFUZ studio. This means that the Programming or Technical Committee members will provide no assistance to users choosing not to use B.U.T.T. to record audio in the studio. Prior to recording any audio in the CFUZ studio, users are advised to perform a brief sound check on all input sources to the console they intend to use. This includes microphones and any audio input source for playing music. During the sound check, users should exercise the inputs, and verify that the level LED indicators on the main B.U.T.T. window perform as expected. Once complete, users are ready to record or broadcast live from the studio.

Stop Button

Record Button

Broadcast Button

INDICATING THE BUTTONS USED IN RECORDING, BROADCASTING, AND STOPPING AUDIO FROM THE B.U.T.T. SOFTWARE.

4.2.1. Recording Audio

To initiate a recording using the B.U.T.T. software, users need only press the record button. Once pressed, the software performs the following tasks: • Changes the status display to read recording… • Opens a file in the Record Directory (CFUZStudioOutput) with a filename consisting of the timestamp reflecting the time the recording commenced.

CFUZ Studio Handbook 16 • Starts a timer in the status display, indicating the time elapsed in the current recording. • Begins writing content to the audio file. All of this is done with a simple key press of the Record button. Users should note that while the recording is taking place, the level indicator LEDs should be showing activity commensurate with the audio coming out of the console.

THE STOP RECORDING DIALOG.

When the user chooses to end the recording, they should press the Stop button. When the stop button is pressed, the software will open a small dialog asking the user to verify that the recording should be stopped. The user must press the Yes button if they intend to end the recording. If not, they may press the No or Cancel button to continue with the recording. If the user takes no action here, the recording will continue indefinitely.

4.2.2. Broadcasting Audio

To initiate a live broadcast using the B.U.T.T. software, users are required to first configure the software to stream for their particular program. This is accomplished by opening the Settings window, navigating to the Main tab, and selecting their program from the drop-down list labeled Server. This action configures the connection parameters required for the B.U.T.T. software to properly connect to the Airtime automation software.

FUN FACT The Airtime software controls the scheduled play out of content into the CFUZ FM transmission. It also handles the access of the transmitter to specific programs at specific times. Safeguards are in place to prevent accidental interruption of the CFUZ broadcast, so only authorized (scheduled) programs may access the transmission, and only at the designated times.

The Airtime software controls the scheduled play out of content into the CFUZ FM transmission. It also handles the access of the transmitter to specific programs at specific times. Safeguards are in place to prevent accidental interruption of the CFUZ

CFUZ Studio Handbook 17 broadcast, so only authorized (scheduled) programs may access the transmission, and only at the designated times. Once the host has selected their program from the drop-down list, the next step is to wait until their designated time slot begins, by watching the studio clock. When the clock has past the designated start time of the program, the Airtime server will expect to see the stream begin from the B.U.T.T. software. At that time, the user need only press the play button. Once pressed, the software performs the following tasks: • Changes the status display to read connecting… as the software establishes a connection with the Airtime automation server. Once the connection is established, the status display changes the text to read stream time… • Begins streaming the audio content to the Airtime automation server. • Opens a file in the Record Directory (CFUZStudioOutput) with a filename consisting of the timestamp reflecting the time the recording commenced. • Starts a timer in the status display, indicating the time elapsed in the current broadcast. • Begins writing content to the audio file. All of this is done with a simple key press of the Record button. Users should note that while the broadcast is taking place, the level indicator LEDs should be showing activity commensurate with the audio coming out of the console.Exiting B.U.T.T. At the end of the scheduled time slot, the Airtime server will terminate the link between the studio and Airtime automatically. At that time, the status display will change to display idle. However, the recording to local disk will continue unless the host takes action to stop the recording. To do so, the user should press the Stop button. When the stop button is pressed, the software will open a small dialog asking the user to verify that the recording should be stopped. The user must press the Yes button if they intend to end the recording. If not, they may press the No or Cancel button to continue with the recording. If the user takes no action here, the recording will continue indefinitely.

“What happens at the end of my time slot?” The Airtime server is ruthless. It will sever the tie to the studio at the designated time indicated by the studio clock, without regard to how fast the host is talking, or the importance of what they are saying. Best practice is to always be mindful of the clock, and to wrap up the program with at least 30 seconds to spare prior to the end of the time slot, and play the program out with music. The Airtime server will fade the music into the next programmed content.

CFUZ Studio Handbook 18 4.3. Exiting B.U.T.T.

When the session is complete, users should exit the B.U.T.T. software properly. This is done either by clicking the red circle at the top leftmost part of the B.U.T.T. window, or by opening the butt menu item at the top menu bar of the screen, and selecting Quit butt from the drop-down menu.

SELECTING QUIT BUTT FROM THE B.U.T.T. MENU.

In either case, the software may open a small dialog prior to closing, asking the user if they would like to save any unsaved changes. Users should always select Yes from this dialog.

THE B.U.T.T. QUIT DIALOG.

CFUZ Studio Handbook 19 5. FILE HANDLING Upon completion of recording your episode, you will be left with an mp3 file. The size of the mp3 file will be roughly 1 megabyte per minute of recording. 5.1. Locating the Recording Output

The episode (recorded via B.U.T.T.) will be found in the CFUZStudioOutput folder, and it will bear a name with a format similar to CFUZStudio-2019.02.27.19.30.00.mp3. Programmers need not navigate away from the CFUZStudioOutput folder to find their episode. The CFUZStudioOutput folder is easily accessed by using the Finder application on the studio computer. The Finder application is the MacOS tool used to navigate and manage the contents of the filesystem on a Mac. It is akin to Windows Explorer on a Windows computer. The Finder is accessed by selecting the icon from the dock.

Pressing this icon will open a Finder window. THE FINDER APPLICATION ICON IN THE STUDIO The CFUZStudioOutput folder is conveniently COMPUTER DOCK. accessed via the first selection in the Favourites bar, found on the left side of the Finder window (only one click required):

THE LOCATION OF THE CFUZSTUDIOOUTPUT THE HANDLE USED TO MAKE A COLUMN LARGER IN FAVOURITE ENTRY IN THE FINDER WINDOW. A FINDER WINDOW.

If more space is required in order to see the full length of the filename, use the mouse to grab the separator between 2 columns at the bottom, and pull to the right to expand the width of the column.

CFUZ Studio Handbook 20 In the event that there are multiple audio files in the folder, please check the filename carefully to determine which one belongs to you. The timestamp on the filename should coincide exactly with the time you pressed the RECORD or STREAM button on the B.U.T.T. tool.

FUN FACT The Apple/Mac Finder window is organized in columns. Each column shows the contents of a directory or folder. Folders are denoted by the blue ‘file folder’, and a small arrow after the name of the folder. If you SINGLE CLICK on a folder in the Finder window, the contents of that folder will appear in the column to the right. Using this method, you can easily navigate the file system on the studio computer. It’s easy to tell which folder is displaying contents to the right, as this folder is highlighted in the list on

5.2. Keeping the CFUZStudioOutput Folder Clean

When you have completed your recording - that is, after you have pressed STOP on the B.U.T.T. tool window, and confirmed with a YES that you want to stop recording, you can move the file out of the CFUZStudioOutput folder. It is recommended not to leave files in this folder, so that the next person to use the studio is not confused by a number of files in this area. CFUZ makes no guarantee that files left in this area will be there when you return to find them.

THE LOCATION OF A NEW AUDIO FILE WITHIN THE CFUZSTUDIOOUTPUT FOLDER.

For this reason, we ask that all files recorded using the B.U.T.T. tool, that end up in the CFUZStudioOutput directory are moved immediately upon completion to a folder that belongs to you or your program. Each program will have a folder in this area. To move your file into your program folder, simply click once on your file to select it - it will turn orange.

CFUZ Studio Handbook 21 While hovering over the filename, press down on the mouse, drag the file over the name of your program folder, and release. This will effectively move the file to your program folder.

FUN FACT It is advisable to keep the CFUZStudioOutput folder as tidy as possible. Program hosts are recommended to remove their new recordings from this area before they leave the studio. This can be done by moving the episode to your program folder for safekeeping. The Programming Committee cannot guarantee any content left in this directory - it will be cleaned regularly.

5.3. Renaming the Output File

The next step will be to rename the file in accordance with the CFUZ naming convention for audio program files. The naming convention, for one hour or less duration programs, is as follows: PROGRAMNAME.##.YYYY.MM.DD.mp3 You will have received the approved PROGRAMNAME string from the Program Director (and if you haven’t, please ask for it). Where the ## appears is where you will place the episode number. YYYY.MM.DD represent the date of the recording (or broadcast). For example, a Left Off the Dial episode, recorded on Wednesday February 13 might produce a CFUZStudioOutput file with the following name: CFUZStudio-2019.02.13.20.00.00-1.mp3 Upon completion of recording this episode, the producers would move this file to the Left Off the Dial folder, and rename it like so: LEFTOFFTHEDIAL.272.2019.02.13.mp3 This file is now ready to have its metadata properly updated, prior to uploading to the Airtime and Website libraries. In order to rename a file, click ONCE on the filename to select the file. Once the file is selected, click on the filename again (note, this is not a double-click). After the second click, the filename will be highlighted, and thus editable. Type the new filename into the box, and upon completion, press ENTER. The filename should now reflect the change in the folder listing.

CFUZ Studio Handbook 22 Users may also right click on the filename, and select RENAME from the drop-down lists that appears in order to change the filename.

FUN FACT The B.U.T.T. tool is configured to automatically truncate audio output files to no longer than 60 minutes in length. This is why recording a live program longer than one hour results in multiple files. This may not work for some program producers who pre-record multiple hour programs with parts of varying length. If you fall into this category, please contact the Program Director to arrange an alternate method of recording, or to arrange a tutorial

5.4. Renaming the Output Files for Long Programs

For episodes of programs which are greater than one hour in length, producers will need to handle two or more files per episode. In this case, we add an extra number into the filename which indicates which part of the episode is contained within the file. In the case of multi-part episodes, the following naming format should be used: MYMORNINGRACKET.50.1.2019.03.08.mp3 MYMORNINGRACKET.50.2.2019.03.08.mp3 Note the extra ‘term’ in the filename which indicates the part of the episode. In the case of this program, which is 2 hours long, there will be 2 files produced by the B.U.T.T. tool as output. This extra term is the only external filename element which will allow the program producer to tell the two files apart.

“Why must the filenames be so particular and precise?” The reason for this is that we have written and employ various software programs to manipulate files within our system after the files are uploaded. We employ these software tools in order to assist our Programming Committee in the tasks required to manage the files within our system. In order to write effective software to manage and handle these files, we need to ensure that all files put into the system are consistently named and follow a certain prescribed pattern.

5.5. Summary of File Handling Steps

1. Navigate to the CFUZStudioOutput folder.

CFUZ Studio Handbook 23 2. Locate and identify your recently completed recording. 3. Move the file to a folder assigned to your program. 4. Rename the file according to the CFUZ file naming format.

CFUZ Studio Handbook 24 6. METADATA Once the recorded content has been safely moved to a program directory within the CFUZStudioOutput folder, the file is now ready to have its metadata updated. Metadata for each episode audio file must be updated and completed prior to moving that file to any other CFUZ file system.

FUN FACT Metadata is data used to describe the data within a particular file. In the case of a music or mp3 file, the metadata is present to allow any software that will play or display the file the ability to know what exactly is contained within the file, and convey that to the user or listener. The metadata in this case describes the contents of the mp3 file that is the episode of a program at CFUZ. Metadata in this context DOES NOT describe each individual audio file (song) that was played during that episode.

6.1. Kid3

In order to update the metadata within our files, we use the Kid3 program. This program is found on every computer within the CFUZ studio. Kid3 is a free download, and available for any computer platform (Windows, Mac or Linux) so it can be installed on your computer at home as well. Start the Kid3 program by selecting the Kid3 icon from the dock at the bottom of the studio computer screen. When the program comes up, you will see the Kid3 window, which includes 5 distinct areas, denoted by different colours on the diagram found on the next page. At the top of the Kid3 window, you will find a set of icons representing control functions of the program. This is where the functionality to load or save your metadata can be found. On the left side of the screen is the navigation area, comprising the THE KID3 APPLICATION ICON IN THE STUDIO COMPUTER DOCK. File Selector and the Folder

CFUZ Studio Handbook 25 Selector. These areas allow the user to navigate the computer file system in order to select the file or files which are to be updated. The top portion of this panel is the File Selector, and shows the files in the folder within which Kid3 is currently looking. The bottom part of the screen is the Folder Selector, providing the user with the ability to navigate the filesystem by selecting various folders. The right side of the screen contains the interface allowing users to modify the metadata for the selected file. The top portion of this side provides information about the file itself, while the bottom of this side presents the user with an interface for directly editing the metadata directly. See the following picture for a clear indication of the various areas in the Kid3 window.

Control Functions File Information File Selector

Metadata Editor Folder Selector

THE KID3 APPLICATION WINDOW, ANNOTATED WITH THE NAMES OF THE VARIOUS SECTIONS OF THE APPLICATION WINDOW USED IN THIS DOCUMENT TO REFER TO DIFFERENT PARTS OF THE APPLICATION.

6.2. Editing Metadata

Begin the process of editing your file metadata by using Kid3 to display the contents of your program folder within the CFUZStudioOutput folder. This is easiest accomplished by selecting Open Recent Directory or the Open Directory… File menu items from the Kid3 menu bar. By selecting File, then CFUZStudioOutput from the dropdown list in the Open Recent Directory menu item, the contents of that folder will appear in the File Selector area of the Kid3 display. If the CFUZStudioOutput folder is not in the list of recent directories opened, another option is to simply select Open Directory… from the File menu. This will open a dialog box that looks very similar to a Finder window, and at the top of the Favourites section, you will see the CFUZStudioOutput folder link. Click on this, and then select the Open button at the bottom right corner of the dialog to complete the process.

CFUZ Studio Handbook 26 FUN FACT Unlike Windows, on the MacOS operating system, the menu bar for a program is always at the top of the screen. The contents of the menu bar change to reflect the program or application that is currently in focus (or selected). The name of the currently selected application will always appear at the left side of the menu bar in BOLD.

At this point, the contents of the CFUZStudioOutput folder will appear in the File Selector window of the Kid3 application. The display should show a list of folders corresponding to program names, and beside each folder will appear a small arrow which points to the right. Clicking once on one of these arrows expands the File Selector view for the corresponding program folder, to show the contents of that folder in the File Selector area. The same result will occur if the folder name itself is double- clicked. If the desire is to only see the contents of a specific program folder in the File Selector view, one needs to look down into the Folder Selector area of the Kid3 application window, and double click on the program folder in that area. This will open the program folder, and display only the contents of that folder in the File Selector area. This may be a more attractive option for anyone who may be anxious about potentially affecting files other than their own. Now that a list of your program files is displayed within the File Selector part of the Kid3 window, select the file to be updated by clicking on the filename once. This will cause the right side of the Kid3 application to update, showing the metadata information for the selected file. If the file is brand new, it will not have any metadata, and the Metadata Editor area of the Kid3 application window will be mostly blank - THIS IS NORMAL. However, the File Information section of the Kid3 application window will have updated with the File and Name information for the selected file. In this case, click the small ‘+’ (plus) icon to the left of the Tag 2 label in the Metadata Editor area. This will display the contents of the Metadata Editor for the file, in the Tag 2 version. All fields should be empty.

FUN FACT As with any software, metadata for mp3 files has evolved over time. There are no less than 3 versions of metadata format for mp3 files. At CFUZ, we have adopted the TAG 2 version of mp3 metadata. This version supplies us the required level of detail for interfacing with our online automation system, known as Airtime.

CFUZ Studio Handbook 27 The CFUZ computer systems require that for all uploaded episodic content, the following Tag 2 metadata be completed:

• Title • Artist • Album • Date • Track Number • Genre Each of these metadata elements is referred to as a field. The Kid3 metadata editing program will allow users to modify these fields quickly and efficiently, for the purposes of uploading these files to the CFUZ library. 6.3. Metadata Format

As with the file naming scheme used at CFUZ, there is also a scheme defining the format with which the metadata in any program episode should be encoded. This scheme exists to service the software that handles file ingestion, and display of metadata on the CFUZ website. If metadata entered into the system does not conform to this standard, the various software packages and displays on the CFUZ website will not properly display episode information. In this situation, the listener loses out on information that indicates what is currently playing on the station. This section details the format for each metadata field that should be followed by program producers submitting episodes to CFUZ. To illustrate this concept, we will consider filling out the metadata for an episode of the program Left Off the Dial, which is hosted by Ian Mackinder & Dave Del Rizzo.

6.3.1. Title Field

The title metadata tag indicates the full title of the episode. For the purposes of CFUZ, this includes the name of the Program, the episode number, and the title of the episode. All of this information is required to be in the same field, and separated by ‘-‘ (dashes). An example of the format to use in filling out the Title field is as follows: Left Off the Dial - 275 - The Punk Episode In this example, we can see that the first part of the Title field contains the name of the program (Left Off the Dial). This is followed by a dash (-) and the episode number. Again, this is followed by a dash, and the field then ends with the title of the episode,

CFUZ Studio Handbook 28 which in this case happens to be The Punk Episode. This entire string is considered the full title of the episode. If a program producer is not interested in providing a new title for each episode, the Title field may exclude this last part of the string, hence ending only with the episode number as follows: Left Off the Dial - 275 In this example, there is no specific title for the episode assigned by the program producer, who has decided to leave it blank, so the Title field ends with the episode number. The choice to provide a specific title for each episode of a program is left entirely to the individual program producers or hosts.

6.3.2. Artist Field

The Artist field of the metadata tag is used by CFUZ to store the name of the program producer, or the host of the program. The value placed within this field should remain consistent in spelling and format for all episodes of the program - unless, of course, the program producer or host changes. In the case of a collaborative program (such as Speak Out!) or a program contributed to a collective (such as Peach City Speakers or Fresh Local Producers) this field will be different from episode to episode, reflecting the producer for a given episode in each case. For our example, the value of the Artist field would be: Ian Mackinder & Dave Del Rizzo In the case of syndicated content - ie. when CFUZ hosts a program that is produced at another campus/community radio station - the format of the Artist field becomes the station call letters and originating city of the syndicated program. For example, the syndicated program Terra Informa is produced at CJSR in Edmonton, and the Artist field in the metadata is filled in as follows: CJSR (Edmonton)

6.3.3. Album Field

The Album field of the metadata tag is used by CFUZ to store the name of the program itself. The value placed within this field should remain consistent in spelling and format for all episodes of the program.

CFUZ Studio Handbook 29 For collective or collaborative programs, this field should contain the official program name. To further our example, the Album field would be populated as follows: Left Off the Dial

6.3.4. Date Field

The Date field should simply indicate the year within which the episode was produced. This should be formatted as a simple 4 digit number: 2019

6.3.5. Track Number Field

The Track Number should reflect the episode number within the series of the program. For programs produced by a single producer or host, this should be a very straight forward proposition. To further our example, the Track Number field would contain: 275 In the case of a collective or collaborative program, episode producers should verify the episode number with the collective or collaborative program Executive Producer, prior to submitting the program to CFUZ.

6.3.6. Genre Field

The Genre metadata field is quite likely the most complicated of the metadata tags to populate, depending on the contents of the program. The information required to complete the Genre field in the metadata comprise all of the descriptors that pertain to the episode, from a list of possible genre descriptors used by CFUZ. A CFUZ genre descriptor is a short, capitalized string describing a genre feature. The list of genre descriptors currently in use by CFUZ is described in the following list. Note that this list is not exhaustive. The genre descriptors in this list are those that pertain to the classification of program episodes only.

• CAT## - This genre descriptor provides an indication of the CRTC classification of the majority of the music within the episode. This need not reflect the genre to a high degree of precision, rather it is meant to give a basic indication of the episodic content. For instance, if the majority of the episode comprises music that falls into the Pop, Rock & Dance category (CRTC classification 21) then the genre descriptor to use would be CAT21. This would be true even if the episode contained one jazz track, and one world music track, in addition to 10 Pop, Rock & Dance tracks.

CFUZ Studio Handbook 30 The program producer has the option to include multiple CAT genre descriptors to properly capture the entirety of the contents of the episode, but this is not a requirement. If multiple CAT genre descriptors are to be used, the descriptor representing the majority of the content should always appear first. Note that there is no space between the ‘CAT’ and the number.

• MAPL - indicating that the episode contains the minimum requirement of MAPL music content. For a program episode primarily containing Category 2 music, this means that at least 35% of the musical selections within the episode conform to MAPL guidelines. Commensurately, for an episode primarily containing Category 3 music, the episode must contain at least 13% MAPL content. This tag does not necessarily apply to spoken word content. If the episode does not comply with the basic MAPL requirements, then the MAPL genre descriptor may not appear in the Genre field.

• FRE - the inclusion of this genre descriptor indicates that the episode can be classified as French language.

• PRE - indicates that the episode was pre-recorded, as opposed to being broadcast live-to-air.

• BROADCAST - including this genre descriptor indicates that this episode was originally broadcast live-to-air, rather than being pre-recorded. To complete our example, the episode of Left Off the Dial contains a majority of Pop, Rock & Dance, was broadcast live-to-air, and conforms to MAPL requirements, so the Genre field would be populated with: CAT21 MAPL BROADCAST 6.4. Saving the Metadata

Once the metadata fields have been updated to conform to CFUZ specifications, the file should be saved. Users will note that upon updating any of the fields in the metadata for the file, an icon appears to the left of the file name. This icon indicates that the metadata for the file has been updated, and the user is required to save the data prior to closing the program. To save the metadata, click the SAVE icon, which appears in the Control Functions area of the Kid3 application as a floppy disk. Once the file has been saved, the icon to the left of the filename will disappear, indicating that the data have been successfully saved. The metadata are now updated, and the file is ready to be uploaded to the CFUZ website, and to the CFUZ Airtime automation system.

CFUZ Studio Handbook 31 6.5. Copying Metadata From a Previous Episode

For program producers and hosts who are adding metadata to the next episode in their program series, this section details a shortcut to editing metadata for any new episode in a series. After recording has completed with the B.U.T.T. tool, and the user has moved their new recording to their program folder within the CFUZStudioOutput folder and renamed it, open Kid3. Select the previous episode in the series - the episode last recorded prior to the current episode, in the Kid3 File Selector - and notice that the metadata for that episode now appears in the Metadata Editor area of the Kid3 application. Press the Copy button just to the right of the metadata displayed. This action will copy the metadata for the currently displayed episode into the clipboard, which can then be pasted into another file. We are going to paste this metadata into our newly recorded file. This has the benefit of preventing program producers and hosts from typing the contents from scratch into the new file. In addition, the continuity and consistency from episode to episode in a program series will be better preserved as we are essentially copying it from one file to another. Navigate back to the newly recorded file using the Kid3 File Selector. The Metadata Editor area should be empty, displaying only the links to either of Tag1, Tag2 or Tag3. Select the ‘+’ (plus) icon beside Tag2 in the Metadata Editor area to open the blank metadata fields. To the right of the Metadata Editor area, press the Paste button. This should populate the metadata fields for the current file with the metadata information from the previous episode in the series (from where we copied the metadata). 6.6. Metadata for Multi-Part Episodes

The Title Field is the only field that requires special handling when entering metadata for multi-part episodes. All other fields in the metadata may be identical from one part of an episode to another. This includes the Track Number Field, which in all parts of the same episode would display the same track number.

6.6.1.Title Field

The title field is specified in the same way as the title field for a single part episode. The only difference is that the part number is appended to the end of the string. For example, if our Left Off the Dial episode was in two parts, the title field for the first part would be: Left Off the Dial - 275 - The Punk Episode Part 1 and for the second part:

CFUZ Studio Handbook 32 Left Off the Dial - 275 - The Punk Episode Part 2 Should the producer choose not to supply a title for the individual episode, the title fields for the two parts would be: Left Off the Dial - 275 - Part 1 and Left Off the Dial - 275 - Part 2

FUN FACT The Airtime automation system files audio into its internal database based on the metadata that is set PRIOR to uploading a file. This is why it is important to save metadata prior to uploading. Because of this, two-part episodes need to be distinct in terms of metadata, which is why the Part 1 and Part 2 part of the title field is so important.

It is important to remember to specify the part number in the title field for multi-part episodes. This affects the upload to the Airtime automation system. If the titles for multi- part episodes are identical strings (ie. if there is no designation of part ID from one file to another) the import to Airtime will not succeed. Airtime will assume that the uploader is replacing an existing file with a new version, and remove the previously uploaded file. So in that case, a producer would only end up with one of the two episodes in the Airtime library. 6.7. Summary of Metadata Editing Steps

1. Open the Kid3 application 2. Using the Kid3 folder navigation, navigate to the folder containing the new mp3 file requiring metadata 3. IF COPYING METADATA FROM A PREVIOUS FILE: a. Select the previous audio file in the series b. In the metadata editing area, hit the copy button 4. Select the file to be edited by double clicking in the Kid3 application on the filename 5. Press the small ‘+’ button beside the Tag2 label in the Kid3 metadata editing area to open the metadata editing fields 6. IF COPYING METADATA FROM A PREVIOUS FILE:

CFUZ Studio Handbook 33 a. Hit the PASTE button in the metadata editing area b. Modify the metadata for this episode - don’t forget to update all instances of episode number, episode title. Likely to leave most other fields the same. 7. IF ENTERING METADATA BY HAND a. Enter all metadata b. Ensure that the TITLE, ARTIST, ALBUM, TRACK NUMBER, GENRE and DATE fields are accurately entered according to the formats described within this document 8. Save your work

“Why is metadata so important?” The software systems that CFUZ have in place, and are currently building, rely on metadata in a particular format, in order to display this information properly on websites and in other areas. By conforming to a standard, and entering metadata reflecting that standard, programmers ensure that their programs will appear as expected. For example, the volunteer Airtime Operators who insert your programs into the schedule would not be able to search our library of audio content - which currently includes over 20,000 titles - for your particular program and episode, if the metadata did not reflect the contents of the file accurately. This is an integral part of ensuring that a very small amount of effort is required by volunteers who develop and maintain the computer systems which handle your audio files after you submit them. NOTE that this metadata is not the same as the metadata within each individual audio file included in your program episode. This metadata refers to the information describing your episode as a whole.

CFUZ Studio Handbook 34 7. LOGS As a program host or producer, logging the content of your episode - particularly for a music program - is a CRTC compliance requirement. CFUZ is required to keep accurate logs for all audio content transmitted over the FM airwaves for a period of 30 days after broadcast. This requirement satisfies the CRTC regulations pertaining to handling complaints from the public, regarding the content on our station. Members of the public have 30 days to lodge a complaint. In reaction to a complaint, the CRTC would contact the station and request copies of these logs, in addition to audio logs, which are also kept for this period of time. From time to time, SOCAN will request audio logs for music programs from CFUZ. This information will feed into the SOCAN statistics, in order to assist SOCAN in determining how royalties should be distributed to artists. 7.1. Logging at CFUZ

At CFUZ, all program hosts and/or producers are required to keep accurate and current logs for their programs. This applies to both music and spoken word programs. This requirement is not negotiable, and failure to comply with station policy regarding logging is a grounds for cancellation of a program at CFUZ (see Programming Policy). The CFUZ Technical Committee is currently developing a logging system which will be integrated into the CFUZ web site. The system under development will provide a user friendly interface for programmers to enter their log information. It will store all log information, and provide access to that information to the public via the CFUZ web site. In addition, this software will be used to provide the Programming Committee with the ability to periodically calculate and verify that CFUZ programs meet the CRTC requirements for content according to the conditions of the FM broadcast licence. While this software is in development, the Programming Committee requires that all program hosts and producers utilize a temporary logging system to track the content of their episodes. Each program has been issued a link to a Google Spreadsheet for their program. This sheet is shared with the program host and/or producer, as well as the Program Director, who both have access. Program hosts and producers are required to append information about the contents of their episodes to this spreadsheet, prior to submitting their episodes to the CFUZ Airtime, or website systems. It is the responsibility of the program host and/or producers to ensure that logs are complete, and accurately reflect the contents of the episode. 7.2. Accessing Google Docs

All program hosts and/or producers will have received a link to a Google spreadsheet. This spreadsheet is the log for the program. If a link to the Google spreadsheet log page has not been obtained, please contact the Program Director.

CFUZ Studio Handbook 35 Google spreadsheets are accessed via the Google Drive system. This system is free to use, with the only requirement being access to the internet. In some cases, access is made easier if the person attempting to access the spreadsheet does so from a google account (ie. a Gmail account). However, this should not be necessary. The recommended browser to use when accessing the program log page is Google Chrome. This browser is provided for free, and is easy to install on your computer. Google Chrome is not necessary, however it is best integrated with the Google spreadsheet system. The Firefox and Safari browsers are also adequate for the purposes of accessing and updating a log file. The use of Internet Explorer is discouraged.

THE CURRENT CFUZ PROGRAM LOG FOR THE SUNDAY LEFTOVERS PROGRAM.

7.3. Anatomy of a Program Log Page

The program log page/spreadsheet contains several columns, each describing an attribute of information regarding the content of an episode. This section will detail these log columns, provide a brief description, and information on what is expected to be entered for each. For a music program, each row of the spreadsheet should contain information regarding one musical selection, played during the episode being logged. Program hosts and producers are not required to log spoken word time occurring during their programs. For a spoken word program, each row of the spreadsheet should contain information regarding the overall content of the episode. Should a spoken word program contain any musical selections played for a duration longer than 1 minute, those musical selections must also be logged, in a format identical to how musical selections are logged for music programs.

CFUZ Studio Handbook 36 Note that by hovering the mouse over any of the column titles, a dialog box appears which provides a brief description of the contents of the column.

THE DIALOG BOX DESCRIBING THE CONTENTS OF THE DATE COLUMN.

“Why are we not required to log spoken word content for music programs?” Music program hosts and producers are required to log the length of the musical selections they play during their show. Software will be able to add these values, and estimate the amount of time the host spoke during the program from that information. Therefore, if musical selection lengths are entered as accurately as possible, the Program Director will have a fairly accurate estimate of the percentage of spoken word during any given episode.

7.3.1. Episode #

Use this column to indicate the episode number during which the musical selection was played. Ideally, if the host was able to play 10 musical selections during the program episode, there would be 10 rows with the same episode number in this column. It may seem redundant to repeat this value for each row, however when the software reads the data from the spreadsheet, this value is required to associate the rest of the information within the row to the program episode being logged.

7.3.2. Date

Use this column to indicate the date of the episode airing. The date should reflect the date on which the episode first aired on CFUZ. If the episode is a pre-recorded episode and not broadcast live, this date should reflect the date on which the episode was recorded.

CFUZ Studio Handbook 37 7.3.3. #

Use this column to indicate the order of the track or spoken word entry being played within the episode. Note that for a given episode, this column should not contain any repeated numbers. Remember to start counting from 1 for each new episode in the log sheet.

7.3.4. Artist

For a musical selection log entry, use this column to indicate the artist responsible for the creation of the track being played within the episode. This could be an individual or the name of a band. The artist field should be properly capitalized, and be spelled correctly. Please include any information about featured artists appearing on the track within the Artist field. For a spoken word program, use this column to indicate the name of the host/producer of the program, and/or the name of any guests to the program.

7.3.5. Album

For a musical selection log entry, use this column to indicate the name of the album from which the track was played within the episode. The album field should be properly capitalized, and be spelled correctly. As most hosts and producers will be playing digital content for many tracks, and many of the tracks that might be played may be included on many different album releases. If the host/producer is not aware of the name of the album they are playing the track from, we recommend that the album entered for this field be the album on which the track was originally released. If the host/producer is playing the track from a released single, indicate this by entering the name of the track, followed by (Single). For a spoken word program, this column is optional. We recommend entering the subject matter of the spoken word program or segment.

7.3.6. Track

For a musical selection log entry, use this column to indicate the name of the track played within the episode. Please include all information provided on the album release, including subtitles (usually in brackets). The track field should be properly capitalized, and be spelled correctly. For a spoken word program, this column is optional.

CFUZ Studio Handbook 38 7.3.7. Length/Time

For a musical selection log entry, enter into this column the length of the track. The length may be entered in one of three formats: • Time separated by colon Time may be entered in the MM:SS format, where MM is the number of minutes, and SS is the number of seconds. The two values are separated by a colon. Should the track be longer than 1 hour, the HH:MM:SS format may be used, where HH indicates the number of hours. • Time separated by period Time may be entered in the MM.SS format, where MM is the number of minutes, and SS is the number of seconds. The two values are separated by a period. Should the track be longer than 1 hour, the HH.MM.SS format may be used, where HH indicates the number of hours. • Number of seconds Time may be entered as a plain number, indicating the number of seconds total within the song. Hosts and producers may use any format for length of a track, but we recommend using the same format for length values in all log entries. Note that this column is optional for spoken word programs, however we recommend entering the length of the episode, or the segment if possible.

FUN FACT Musical selections of less than 1 minute in duration are not required to be logged.

7.3.8. Category

Use this column to describe the contents of the musical selection or spoken word entry in terms defined by the CRTC. This column contains a drop-down list, populated by the valid CRTC category labels, complete with descriptions. The user need only select the category most applicable to the entry.

CFUZ Studio Handbook 39 7.3.9. MAPL

Select the checkbox within this column if the musical selection complies with the CRTC definition for Canadian Content (the MAPL designation). If the selection does not comply with MAPL content, leave the box unchecked. This column is not required for spoken word content.

7.3.10. Inst.

Select the checkbox within this column if the musical selection is an instrumental selection, meaning that there are no lyrics within the track. If the selection is not an instrumental track, leave the box unchecked. This column is not required for spoken word content.

7.3.11. Partial

Select the checkbox within this column if the musical selection was not played in its entirety during the episode. If the selection was played in its entirety, leave the box unchecked. This column is not required for spoken word content.

FUN FACT If a MAPL musical selection is only partially played, it is not able to be counted towards MAPL content within the episode.

7.3.12. FRE

Select the checkbox within this column if the musical selection is performed in the French language. The information in this column is optional. This column is also optional for spoken word content.

7.3.13. IND

Select the checkbox within this column if the musical selection is performed by an indigenous artist, or if the band performing the track has a significant contribution by an indigenous participant. The information in this column is optional. The column is also optional for spoken word content.

CFUZ Studio Handbook 40 7.3.14. FEM

Select the checkbox within this column if the musical selection is performed by a female artist, or if the band performing the track has a significant contribution by a female participant. The information in this column is optional. This column is also optional for spoken word content.

7.3.15. LGBTQ+

Select the checkbox within this column if the musical selection is performed by a person, or a significant contribution to the track is contributed by a person identifying as a member of the LGBTQ+ community. If this information is not known by the host/ producer, we encourage either doing the research to verify this information, or leaving the box unchecked. The information in this column is optional. This column is also optional for spoken word content.

“Why are we being asked to note IND, FEM or LGBTQ+ artists, or other categorizations?” Campus and community radio stations are committed to inclusiveness and diversity of programming and participants. The Programming Committee is attempting to keep statistics on the music and content played at CFUZ, in order to collect some form of statistics on the diversity of content, with the goal of eventually being able to report on this to the Board of Directors and membership from time to time.

7.3.16. Notes

This field is provided for each track in order to allow the host and or producer to add specific notes about the individual track entered within the log. This information is not required, but is provided for programmers’ use. This functionality may be expanded in the future. 7.4. Google Docs Tips & Tricks

The CFUZ Programming Committee currently makes use of the Google Sheets facility in order to provide easy access to logging information for both programmers and the Program Director. This is a temporary measure to fulfill our CRTC requirements for providing program logs while the CFUZ logging software is completed. Programmers, hosts and producers for programs will have received notice, or a link to the program log file for their program. This file is a shared resource, which is visible and

CFUZ Studio Handbook 41 editable only by the programmer and the Program Director. This link should not be shared with anyone not associated with the program.

FUN FACT Google provides free storage, including the capability of using word processing and spreadsheet. We are currently making use of this facility while our software is being written. For reference, the Google icons look like this:

Google Drive Google Sheets

7.4.1. Google Account

Google product users (ie. Gmail users) will already have easy access to the Google spreadsheet that is being used for a program log file. To access the service from a Chrome browser window, simply click on the Apps button which appears at the top left corner of the browser itself. This will lead to a window where the Google Drive icon appears amongst other logos; click on this logo. Once this window is open, find the Shared With Me link which resides in the list on the left side of the screen. The link to the Google sheet for the program should appear in the main browser window at this point. Double click to open the log sheet, and begin adding tracks.

SHOWING THE APPS BUTTON ON A GOOGLE CHROME PAGE (LEFT) AND THE GOOGLE DRIVE LOGO ON THE RESULTING PAGE (RIGHT).

For programmers who do not already have a Google account, one can easily be obtained at no charge from Google. It is not necessary to have a Gmail account in order to use the Google document service.

CFUZ Studio Handbook 42 SHOWING THE SHARED WITH ME LINK IN THE GOOGLE DRIVE. WHEN DOUBLE CLICKED, PROVIDES A LISTING OF THE LOG FILES SHARED WITH THE USER. THE USERS LIST OF LOG FILES SHOULD BE LIMITED TO THEIR PROGRAM LOG.

7.4.2. Google Sheets

The Google Sheets spreadsheet currently in use for logging CFUZ program information is a useful, cloud-based tool that is free to access. For those familiar with the workings of spreadsheets in general, this tool works virtually exactly the same way as Microsoft Excel or any other popular spreadsheet software. In order to populate the same value in a number of text cells at the same time, users may use the cut and paste functionality of this spreadsheet tool. a. Click on the cell to be repeated. The cell will be highlighted by a blue square border. b. Press control-c (Windows, Linux) or command-c (Mac) to select the contents to be repeated. c. Select the range of cells in which the content should be copied by clicking down on the first cell, and dragging to the last cell before releasing the mouse button. The range into which the value is to be copied will now be highlighted by a blue border, and shaded blue. d. Press control-v (Windows, Linux) or command-v (Mac) to copy the clipboard contents into the cell range. This copy and paste function will work for text entries into fields - for instance in copying the episode number into a range of cells for each track within the episode. This will also

CFUZ Studio Handbook 43 work for the contents of the Genre field, if the intent is to ensure that all content within the episode is of the same genre, as well as the Date field, ensuring that all contents of the same episode have the same Date field value.

ILLUSTRATING THE COPY-PAST PROCEDURE IN GOOGLE SHEETS (L TO R) SELECT THE CELL TO COPY AND PRESS CTRL-C (OR COMMAND-C), HIGHLIGHT THE REGION TO BE COPIED INTO, AND PRESS CTRL-V (OR COMMAND-V).

Another useful tool is the ability to drag a range in order to auto-increment a value. This will allow the population of the # field automatically for all tracks within the episode. To do this: a. Populate at least 2 consecutive cells with values intended to be the start of a range of values. For instance, populate the # field for the first 2 tracks in an episode with the values 1 and 2 consecutively. b. Highlight the two cells by clicking on the first cell, dragging the mouse over the second cell and releasing the mouse button. At this point, both cells will have a blue border, and be shaded blue. c. With the mouse, grab the small blue box at the bottom right corner of this highlighted region, and drag it out vertically until the desired range is selected. d. Release the mouse button, and the range will be populated with numbers incrementing by 1 from 1 to the end of the range.

ILLUSTRATING THE DRAGGING OF A SEQUENCE OF NUMBERS IN GOOGLE SHEETS BY FIRST SELECTING TWO NUMBERS IN SERIES (LEFT) AND THEN DRAGGING THE SMALL BOX TO CONTINUE THE SERIES (RIGHT).

Note that edits made to the Google sheet need not be saved, as this is done automatically as edits are made to the document. It is recommended to save a loc al

CFUZ Studio Handbook 44 copy of the log sheet after a new episode has been entered into the log. The steps required to do this are: a. Select the File menu item from the menu bar near the top of the browser window. This menu bar appears under the title of the log file itself, and should not be confused with the menu bar of the Chrome browser. b. From the File menu dropdown, select the Download As… option near the top of the drop-down. c. Select the format of choice from the list that appears. Any of the format selections provided here is sufficient to store a local copy, as each format is able to be uploaded again to the Google Sheet. d. Upon selecting a format, the file will automatically begin downloading to the configured Download folder on the local computer.

ILLUSTRATING THE LOCATION OF THE FILE MENU IN THE GOOGLE SHEETS PAGE, AND WHERE TO BEGIN THE PROCESS OF DOWNLOADING A SPREADSHEET TO YOUR LOCAL DISK.

It is recommended to do this once per new episode, and to keep the file in a safe place on the local computer. The file may be overwritten each time, there is no need to keep multiple copies of this file. 7.5. Summary of Logging Steps

1. Open a Google Chrome browser window (Firefox, or Safari should also work. Microsoft Internet Explorer is NOT recommended at this time).

CFUZ Studio Handbook 45 2. Access the log spreadsheet, either by: a. Logging in to Google Drive with your Google account, or b. Following the provided link to the Google spreadsheet which is the log for your program. 3. Scroll down to the bottom of the log entries and fill in the new information for a new episode of your program. a. Ensure to fill in all information accurately and completely, including as many of the checkboxes that apply, for each track in the episode. This includes information pertaining to spoken word program episodes. 4. When complete, save a copy of the log sheet to your local computer for safekeeping. 5. Log out of Google Sheets if you are using a shared computer (for instance at the studio). 7.6. Looking Forward

The CFUZ Technical Department is currently working on a new logging software suite. This new software will provide all the functionality of the Google Sheets logging system that is currently in place, but will allow more flexibility to display and share the information once it has been entered. This new system will be closely integrated with the CFUZ website, and will eliminate the need for program hosts and producers to make a separate PDF file to upload to the website for the benefit of listeners. This new system will also be designed to provide the Programming Department with the means to calculate and analyze statistics for genre content as well as any other statistics required to maintain CRTC compliance. Once the new system is completed, a small group of programmers will be selected to test the system, and provide feedback. Prior to rolling out the new system for all programmers, training will be made available to ensure that everyone is transitioned properly.

CFUZ Studio Handbook 46 8. UPLOADING TO AIRTIME Most hosts and programmers will have heard the term Airtime used in conversation at the station. Airtime refers to the software used by CFUZ to schedule content throughout the broadcast day, as well as to provide the facility to connect live and allow the studio to broadcast to the FM transmitter. The Airtime automation system is hosted on a local computer (housed in the equipment rack at the CFUZ office) and is administered by the CFUZ Technical Department. One major benefit of the Airtime automation system is that it is accessible from outside the studio, so that Airtime Operators can access and update the system from wherever they are, provided they have access to the internet. Airtime Operators are CFUZ volunteers that spend time each week populating the program blocks in the CFUZ schedule. These volunteers are trained and well versed in the operations of this system. Ultimately, all program hosts and producers will be trained on how to use the Airtime system, as they will eventually be expected to upload their episode content into the schedule to be populated in repeat slots after a program has aired, or to insert the program into a slot for pre-recorded content.

FUN FACT The Radio 204 session offered by the Programming Department is an introduction and training for new Airtime Operators. We encourage any volunteers interested in participating further in the Airtime software to attend this training session when it is scheduled.

This section details the steps required in order to upload and schedule content to the Airtime automation system. This section assumes that the host or producer of a program has been issued an account and password to access the system, and has been given basic training on how to do so for the purpose of uploading and scheduling content into their program time slot. This section is NOT an extensive manual on the Airtime system. 8.1. Uploading a Program Episode

Program episodes are required to be uploaded to Airtime in the following circumstances: • An episode has been pre-recorded and is required to be uploaded in order to be scheduled in a regular time slot for a given program, or • An episode has been broadcast live to the FM transmitter from the studio, and is required to be uploaded in order to be scheduled in a regular repeat time slot for a given program.

CFUZ Studio Handbook 47 In both cases, the end result is that a newly created program episode will be inserted into the Airtime library, and eventually into the broadcast schedule for play out.

8.1.1. Accessing Airtime

One of the most useful features of the Airtime automation system is that it can be accessed via web browser from any computer, in any location, provided there is a reliable internet connection. To access the Airtime system from outside the CFUZ Studio location, navigate to the following URL in your web browser: https://airtime.peachcityradio.org The resulting page may indicate that the link is not safe, and ask to proceed to another page in order to verify. If this page appears, press the Advanced Options button near the bottom of the screen. Once pressed, this should reveal a link indicating that the user may proceed to the site. Click on this link to navigate to the Airtime interface.

8.1.2. Login and Password

At the login page, the user should enter their assigned username (usually in the format firstname.lastname) and password.

THE AIRTIME SERVER LOGIN PAGE.

Users should remember that keeping your password secure, secret and safe is of paramount importance. This system gives users access to the real-time operation of the radio station, and should not be abused. Users should note that access permissions will

CFUZ Studio Handbook 48 have been adjusted based on their experience level - no user is given the capability of unduly or accidentally damaging the station, or taking it off the air. Note that care should be taken in entering your password - if the password is entered incorrectly 3 times, the user will be locked out, and require a system administrator to reactivate the account.

THE TOP RIGHT CORNER OF THE AIRTIME SCREEN, INDICATING THE LOCATION OF THE USER SETTINGS (AND LOGOUT) LINK.

At the first ever login, users are advised to change their password from the assigned password to a password that is secure and secret. To do this: a. Click your username link that appears in the top right corner of the Airtime screen, just beside the Logout link. The user will see a screen showing user information. b. Type a new password into the Password field. c. Type the SAME password into the Verify Password field. The two passwords must match exactly, in order to proceed to the next screen.

d. Click the SAVE button at the lower right THE USER SETTINGS DIALOG. part of the user information display. The user password is now changed, and the user will be able to login with this new password on their next attempt. Please keep your password safe. If a user forgets their password, please contact the Program Director to have a new password reset.

CFUZ Studio Handbook 49 8.1.3. Uploading the File

Uploading a file into the Airtime library is how the file is inserted into the library and made available for scheduling in the Airtime calendar. It is imperative that prior to uploading the file, the user has updated the metadata in the file according to the instructions in the Metadata section of this document.

THE AIRTIME SCREEN, SHOWING THE ADD MEDIA LINK, THE DROP AREA FOR UPLOADING FILES, AND THE START UPLOAD BUTTON.

To upload the audio file: a. Select the Add Media menu item from the main Airtime menu bar. This menu item is nestled between Now Playing and Library. b. Drag and drop the audio file from your computer to the white area on the screen labelled Drag files here. Once dropped, the name of the file should appear in a list form within the area, including information about the size of the file, etc… Users may drag multiple files into this area during this step, if there are multiple episodes to upload. c. Users unfamiliar with drag and drop, may also select files from the computer operating system by pressing the Add Files button at the bottom left side of the drop area. This will open a dialog on the computer where the file can be selected. d. Once the files to be uploaded appear in the list, press the Start Upload button at the bottom left of the drop area. The user will then see the progress of the upload update on the screen, until all file uploads are complete. It is important to NOT navigate away from this page, until all files have been uploaded, and the screen indicates that all uploads are complete. Navigating away from this page during an upload will result in a failed upload.

CFUZ Studio Handbook 50 e. Upon completion of the upload, the file will be in the Airtime Library. Success. Users may verify that the file has been uploaded to the library by navigating to the Airtime Library. The newly uploaded content should appear at the top of the list of files. If hosts or producers of programs have not been trained to populate their program into the on-air schedule, the uploading and verification that the program is now in the Airtime Library is the extent of requirements involving Airtime. 8.2. Placing a Program Episode Into the Broadcast Schedule

Once the file is in the Airtime Library, an Airtime Operator is able to place it into the program schedule. The Airtime Library is a term used to refer to the library of audio content that exists within the Airtime automation system. All content (aside from live programs) broadcast on CFUZ exist within the Airtime Library.

THE AIRTIME LIBRARY DISPLAY, SHOWING THE MENU BUTTON USED TO ACCESS THE LIBRARY.

Airtime Operators are individuals who have access to the Airtime automation system for CFUZ, and have been granted a login and password to that system. Depending on the level of experience of an Airtime Operator, certain permissions can be granted to allow the Airtime Operator to access parts of the system. This is a way in which users can be prevented from accidentally making changes to the schedule which would unduly affect the on-air broadcast.

CFUZ Studio Handbook 51 Ideally, all hosts and producers will be provisioned Airtime accounts, and be responsible for populating the program blocks (the parts of the on-air schedule) in which their program is scheduled to air. This includes both the live broadcast of a program, or the ‘first airing’ of a program that is pre-recorded rather than broadcast live. This also includes being responsible for populating any repeat program slots for that program, which may occur up to one week past the date of live or first airing of a program. This means that eventually, all programmers will also be Airtime Operators.

8.2.1. Locating and Selecting A Program Block

In order to view the CFUZ broadcast schedule within Airtime, one would navigate to the Airtime Calendar view within Airtime. The Airtime Calendar is a representation of the CFUZ schedule within the Airtime framework. This is a colour-coded display, showing all scheduled blocks within a date range displayed by Airtime. This display can be tuned to show a single day, week or month. We find the most convenient way to view the schedule is in units of weeks.

THE AIRTIME CALENDAR DISPLAY, SHOWING (L TO R) THE BUTTONS USED TO NAVIGATE FROM WEEK TO WEEK, THE MENU BUTTON USED TO ACCESS THE CALENDAR AND THE BUTTON USED TO SELECT WEEK DISPLAY MODE.

A block refers to a discreet unit of time that is assigned to an Airtime Operator. Blocks may be of any length, and may contain any type of audio that can be found within the Airtime Library. The content of a block within the Airtime Calendar is decided by the Programming Committee when they assign time slots within the schedule to a specific purpose.

CFUZ Studio Handbook 52 The blocks within the CFUZ broadcast schedule are assigned to operators with one of three purposes: a. Program Block: This type of block is meant to be populated with an episode of a program. The length of a program block depends on the type and origin of the program assigned to the block. The content of a program block is populated by Airtime Operators. b. Music Block: This type of block is meant to be populated by music from the Airtime Library. The genre or theme of the block is pre-determined by the Programming Committee. The length of a music block depends on the schedule as determined by the Programming Committee. The content of a music block is populated by Airtime Operators. c. Station ID Block: This type of block is meant to be populated by Station IDs, Sponsor Mentions, Public Service Announcements, etc… This type of block exists in between each and every program or music block. The length of this block is either 1 or 2 minutes, depending on the content within preceding and subsequent blocks. These blocks are populated by the Production Committee. Each Airtime Operator is assigned a unique colour within the Airtime Calendar. This allows the operator to locate any blocks assigned to them quickly and efficiently, at a glance. Once the desired program block has been identified, the program block is opened by clicking on the block. A menu will appear, from which the user should select the Add/ Remove Content item. Selecting this option opens a block content dialog, giving operators access to the Airtime Library on the left, and the contents of the program block on the right. This dialog allows Airtime Operators to populate blocks with content.

AFTER RIGHT-CLICKING ON A BLOCK IN THE AIRTIME CALENDAR, THE MENU DISPLAYED IS ACCESSIBLE, ALLOWING THE USER TO SELECT ADD/REMOVE CONTENT IN ORDER TO OPEN THE BLOCK CONTENT DIALOG.

CFUZ Studio Handbook 53 8.2.2. Searching for Content Within the Airtime Library

When the block content dialog window is open, the operator has access to both the Airtime Library (from which to draw content) and to the program block (into which content is placed). From this dialog, the operator may use any of the Airtime Library search features in order to locate content within the library, ultimately destined for the program block.

THE BLOCK CONTENT DIALOG THAT ALLOWS USERS TO POPULATE AIRTIME CALENDAR BLOCKS WITH CONTENT. THE ADVANCED SEARCH OPTIONS BUTTON IS HIGHLIGHTED.

Airtime Library search features allow the operator to filter the entries in the library, so that only entries that correspond to the search parameters are shows. Currently, the Airtime Library contains over 20,000 individual tracks. The contents of the library include music tracks, program episodes and other station files such as Station IDs and PSAs. This is the fundamental reason all volunteers uploading to the Airtime Library should ensure that metadata is completed properly prior to uploading. Since metadata is the only information on which operators may search through the database, if metadata is not complete and accurate, files uploaded to the Airtime Library are sure to be lost amidst the contents of the library. A basic search of the Airtime Library can be performed within the block content dialog, by typing text into the search window, just above the library display. This will filter the library entries, and only show those entries which contain some or all of the text within the box. This search method should be considered basic, as any text that matches what is typed into the search box may match any field within the library item metadata. By clicking on the Advanced Search Options text, found just above the search box, the search features can be expanded. The user is presented with several fields, which

CFUZ Studio Handbook 54 correspond directly to the metadata stored for each entry in the Library database. By typing text into any of the advanced search fields, users may apply filters specifically for each metadata field.

THE BLOCK CONTENT DIALOGUE, DEPICTED WITH THE ADVANCED SEARCH OPTIONS OPEN. USERS TYPE SEARCH PARAMETERS ON THE LEFT, SEARCH RESULTS APPEAR BELOW.

Once the appropriate search parameters have been entered, the episode or program required for the schedule should appear on the left side of the dialog. TIP click the titles of the column to sort the displayed results by that column. Click multiple times in order to reverse the order.

8.2.3. Inserting Content Into A Program Block

When the episode or program to be inserted has appeared on the left side of the screen, the user should drag the item over and drop it on the right side of the screen. If inserting an episode that is more than one hour in length, drag the second (or subsequent) part of the episode and drop it into the Program Block just below the first part. Once content is within the Program Block, it may be moved around by dragging individual files and placing them in the desired order within this dialog. This inserts the program into the Program Block; when the Program Block is scheduled to air, the Airtime system will play the audio file inserted into the block. If the user has accidentally inserted content that does not belong in the block, the content can be removed just as easily. To remove content added to a block, simply

CFUZ Studio Handbook 55 select the checkbox in the row of the content to be removed. Then click on the trash can icon near the top of the dialog (on the right hand side). The program will ask for confirmation that the content is to be removed from the block. Click yes to proceed, and the content will be removed from the dialog.

8.2.4. After Inserting Content Into A Program Block

Prior to logging out of Airtime, and closing the browser window, the user must ensure that the block is completely full. We have found that despite the best effort of hosts and producers, program episodes are not always exactly the correct length for the assigned Program Block. This is particularly true for programs of length greater than one hour.

THE BLOCK CONTENT DIALOG DEPICTED AFTER CONTENT HAS BEEN ADDED TO THE BLOCK. NOTE THE BLOCK IN THIS EXAMPLE IS 3 HOURS LONG, AND APPROXIMATELY 2 HOURS HAS BEEN INSERTED. THE BLOCK IS APPROXIMATELY 1 HOUR SHORT OF CONTENT, DENOTED BY THE TIME VALUE AT THE BOTTOM OF THE DISPLAY (INDICATED).

Users inserting content must ensure that what was inserted fills the entire block. If it does not, the user is required to pad the block with other content from the CFUZ Airtime Library. A precise indicator of how well the program fits into the block shows just to the bottom left of the content within the Program Block, in this dialog. This number indicates the amount of time left in the block, once it is programmed. If the number is red, there is free space in the block, if the number is green, the block is running overtime. In both cases, the number is expressed in time, usually seconds. If after inserting an episode of a program into a Program Block, Airtime indicates that the episode is over time or too long for the block (indicated by a green number) the

CFUZ Studio Handbook 56 insertion is complete. Programmers have been trained to allow episodes to run long, in order to allow a song to complete for the benefit of the online streaming version of the episode. If there is more content in the Program Block than allotted time, the Airtime automation system will fade the content out at the appropriate time, in order to play the next scheduled content. If after inserting an episode of a program into a Program Block, Airtime indicates that the episode is under time or not long enough for the block (indicated by a red number) the insertion is not complete, and the user must now pad the block with content so that dead air is avoided. This is most likely always the case when inserting an episode for a program that is more than one hour in length, but may also be the case for shorter episodes. When padding Program Blocks, the user should search for content in the Airtime Library, of a length similar to the remaining time in the block. This can be accomplished by searching the Airtime Library using the advanced search options (see Section 8.2.2) and using the Length parameter. By entering a range of lengths (lower and upper) in the two boxes, Airtime will filter the Library and only show entries falling between those search parameters. Once content has been identified that satisfies the criteria, it can be dragged into the Program Block, preferably at the end of the episode.

Entering Time in an Airtime Search… Time in Airtime is normally denoted in a format which includes hours, minutes and seconds in the value. The format is as follows: HH:MM:SS Where HH represents the number of hours, MM represents the number of minutes, and SS the number of seconds. Even if the item in the search is less than one minute in length, the leading 0’s for HH and MM would be required.

It should be noted that each Program Block is preceded and followed by a station traffic block. The term traffic refers to station content such as Station IDs (SIDs) or Sponsor Mentions (SPONSOR) or CFUZ Public Service Announcements (PSAs). Because each Program Block is followed by a 1 or 2 minute block of station traffic, we advise to pad program blocks with music wherever possible, to avoid accidentally repeating station traffic spots, or simply making them seem longer than 2 minutes. There is a variety of music within the Airtime Library of length less than 1 minute. If inserting an episode that is longer than one hour in length, it will be in two parts. In this. case, any content added to pad out the block should be added in between the two halves of the episode. This is to ensure that the station traffic blocks before or after the Program Block are not extended unnecessarily by piling traffic at the end of the block. In this case, users should add at least one SPONSOR and one SID traffic content in

CFUZ Studio Handbook 57 between the halves of the episode. If there is still space left in the block, a musical selection can be added at the end of the block to pad the time. Airtime Operators have been instructed to ensure that at least 5-10 seconds remain empty within a Program Block if possible. This ensures a smooth transition between the content of the Program Block, and the content in the subsequent block. Once the user is satisfied with the contents of the Program Block, pressing OK at the bottom right of the dialog will save the contents of the block to the Airtime system. At this point, a quick visual indicator of the success of this operation is to look at the Program Block in the Airtime Calendar view. The bar across the middle of the block should be orange rather than grey, indicating that the block is full.

A PORTION OF THE AIRTIME CALENDAR WINDOW. THE BLOCK ON THE LEFT (PURPLE) IS FULL OF CONTENT - INDICATED BY THE ORANGE BAR. THE BLOCK ON THE RIGHT IS EMPTY - INDICATED BY THE GREY BAR.

The user should remember to log out of Airtime upon completion. This is accomplished by clicking the logout link just beside the username near the top right of the Airtime display.

CFUZ Studio Handbook 58 8.3. Summary of Airtime Uploading Steps

1. Navigate to the Airtime system at https://airtime.peachcityradio.org 2. Login to the system a. If this is the first time logging in, ensure to change your password from that provided, so a secure value 3. Upload the new episode to the Airtime Library via the Add Media menu item 4. Navigate to the Airtime Calendar, and open the block for adding/removing content 5. Locate the content to be added from the left side of the dialog 6. Drag the content to be added to the block over to the right of the dialog, and drop it in the appropriate place 7. Verify that the Program Block is complete, or whether it requires to be padded, and pad the block if necessary a. If padding at the end of the block, pad with music b. If padding a multi-part episode, pad with a Station ID and SPONSOR message between the two halves, and then with music at the end if necessary 8. Save the Program Block by clicking OK 9. Visually verify that the block is full by checking the progress bar on the block in the Calendar view - it should be solid orange 10.Log out of Airtime 8.4. Looking Forward

The CFUZ Technical Department is working to migrate from the current version of Airtime, to a newer, more stable software automation platform called Libretime. The functionality of this new platform is almost identical to Airtime, so the transition should be relatively seamless. All programmers will be duly informed of this change, and documents will be updated to provide the information necessary to affect this change. Eventually, all program hosts and producers will have access to the automation system, in order to take responsibility for their program time slot, ensuring that there is content when they are absent (repeat episodes).

CFUZ Studio Handbook 59 9. UPLOADING TO WEBSITE In addition to providing a platform where programs can be broadcast live, or pre- recorded, via the CFUZ transmitter, Peach City Radio also provides the opportunity for hosts and programmers to post their recent episodes for streaming on demand. Some may refer to this as podcasting, however this is technically inaccurate. CFUZ provides this capability in order to allow listeners to hear their favourite episodes when they are unable to hear them during their regular broadcast times. The CFUZ website also allows listeners to download episodes, so that they can be transferred to a portable player, and listened to at the leisure of the listener.

FUN FACT Podcasting is a term used to refer to an audio serial (or program) that is produced, and becomes available to subscribers on a regular basis via an RSS feed. RSS stands for Rich Site Summary - this is a file used to provide instructions for client applications on where to find the audio files described within. Podcasts generally differ from recordings of radio programs, as they usually do not conform to a standard length. Since podcasts are not generally broadcast on terrestrial FM signals, they tend not to adhere to any strict content guidelines.

9.1. The CFUZ Website

The CFUZ website, and its repository online, downloadable content is hosted on an external, shared web service that is maintained by the CFUZ Technical Department. Episodes for programs are stored on the web server for a maximum of two years past original broadcast date. It is important to note that this online repository is distinct and separate from the Airtime Library described in Section 8. This is the reason that a separate uploading mechanism is require in order to place content on the web site. This procedure is described within this section.

FUN FACT The CFUZ archive contains all content ever made and broadcast for CFUZ. Despite programs and program episodes not being available on the CFUZ website, these files are still stored on our servers for historical purposes.

CFUZ Studio Handbook 60 9.2. Uploading a Program Episode

Uploading content so that it becomes available to the public via the CFUZ website is a multi-step process. It involves effort on the part of the uploader, to prepare their content, fill in the relevant information on the upload page, and start the upload process. Once the file (or files) have been uploaded to the system, the Program Director must verify the upload, ensure that all metadata is completed, and activate the display of the content to the website. This process currently can take up to one week or more, depending on the availability of volunteer effort to organize files after upload.

FUN FACT A play sheet refers to a PDF document, produced by the program host, which indicates what songs, or subject matter was included in the episode. At this time, play sheets are entirely optional. In the future, the data input by program hosts into their program logs will allow the website to auto-populate play sheets, eliminating the need for hosts to generate them as a separate step in the process of posting program recordings to the website.

Prior to uploading content, uploaders should have their file (or files) ready on the source computer. All audio files should have completed metadata. If the uploader is submitting a play sheet in PDF format, that file should also be complete and ready for upload.

9.2.1. Navigate to the Uploading Page

The first step in uploading content to the website is to navigate to the following URL: http://www.peachcityradio.org/admin/prog/uploadmyshow.php This link refers to a private page on the CFUZ website, which requires a username and password prior to accessing the contents. Use the following credentials to proceed past the password check: Username: prog Password: cfuzSubmit This page provides specific instructions on how to proceed with uploading content to the website. These instructions are echoed in the following sections.

CFUZ Studio Handbook 61 THE DROP-DOWN LIST CONTAINING A LIST OF PROGRAMS ON THE PROGRAM UPLOAD PAGE.

9.2.2. Select Program Name

Near the bottom of the web page, a drop down list contains a list of program names. The program names within the list belong to those programs authorized for website upload. Select the name of the program being uploaded from the drop down list, and press the NEXT button just below. This brings the user to the next page in the upload sequence. If the program being uploaded is not included within the list, please contact the Program Director to be added. This action prompts the server to search the current database of episodes within the website. The server conducts this search in order to retrieve the filename format for the episode, calculate the most likely episode number, and assign a date to the uploaded file. These three pieces of information contribute to the formulation of a filename for the uploaded file.

9.2.3. Fill In Episode Information

The next page in the upload sequence begins with the same instructions, for the convenience of the user. Further down the page, the user is presented with a series of inputs, and is asked to enter some information describing the episode. This section provides a description for each of these inputs, and gives guidelines for what should be entered. • Program Name: The server provides the name of the program for display only. This is a verification to the user that the server is handling the correct program. • Episode Number: The server provides an input box, populated with the value for the current episode number. This is the episode number to be assigned to the uploaded file. This number should be accurate, provided that episodes prior to the current episode have been uploaded in the correct order. It should be relatively rare for the programmer to require to change this value, and is generally not recommended. However, it is possible to update this value in the input box.

CFUZ Studio Handbook 62 AN IMAGE OF THE UPLOAD SPECIFICATION PAGE. THIS PAGE SHOWS INFORMATION CALCULATED FROM PREVIOUS DATABASE ENTRIES, AS WELL AS PROVIDES THE USER THE OPPORTUNITY TO ENTER NEW INFORMATION ABOUT THE EPISODE.

• Episode Length: This value is the episode length (in minutes) drawn from the program database. This value should not be changed, and should reflect the actual length of the episode according to the program parameters. • Episode Title: This field is provided to the host and/or producer, in order to assign a title to the individual episode. This title will appear on the program web page. The user may choose to leave this input field blank, should they not require an individual title for the episode.

CFUZ Studio Handbook 63 • Episode Short Description: This field is provided to the host and/or producer, in order to allow for a short description to accompany the episode being uploaded. The description should be no more than 2-3 sentences, and will be displayed with the episode on the program web page. The user may choose to leave this input field blank, should they not require an individual description for the episode. • Estimated Broadcast Date: The server makes an attempt at calculating the broadcast date of the episode. This value can be ignored, as the calculation is currently not properly calibrated. This function will be updated or removed in future versions of the uploading software. • Estimate Episode Web Release Date: The server makes an attempt at calculating the release date of the episode to the website. This value can be ignored, as the calculation is currently not properly calibrated. This function will be updated or removed in future versions of the uploading software. • File Name Prefix: The server formulates the filename it will use to store the uploaded file, using information from the database (as explained above). This field presents the user with the result of that formulation for visual verification. This value cannot be changed by the user at this point. The next 2-3 fields in the display pertain to specifying the files to be uploaded from your computer. How these fields are used is summarized in the next section.

9.2.4. Specify Upload Files

At this point, the user is required to specify the files to be uploaded from their computer. The user may currently upload up to 3 files to the server, under the same episode number. These three files comprise the episode audio file (usually one file, but may be 2 files for episodes longer than one hour) and the play sheet. The play sheet is an optional PDF format file that is provided to the user on the program web page, containing a list of the track information played during the episode. The play sheet is a temporary feature, as new logging software will be integrated into the web page system that will incorporate program log information directly, providing this information to the user. However, for the time being, the host and/or producer must upload this file separately if they wish to provide one for their listeners. This is optional. Continuing with the description of input fields on the upload page: • Specify the LOG file to upload: This input allows the user to upload an optional play sheet associated with the episode. Click the Choose File button to open a file selection dialog on the computer. Use this dialog to select the PDF file on the source computer to be uploaded as the play sheet for this episode. Most computers operating systems provide their own file selection dialog, and users will likely be familiar with its layout. Select the file and press the action key for the

CFUZ Studio Handbook 64 dialog (usually an OK or Load button located at the lower right side of the dialog. After selecting the file, the name of the file should appear next to the input box. • Specify the AUDIO file to upload: This input allows the user to select and upload the audio file containing the episode audio. Click the Choose File button to open a file selection dialog on the computer. Use this dialog to select the mp3 file on the source computer to be uploaded as the episode audio. Select the file and press the action key for the dialog. If the user is uploading a 2 part episode, this should be PART 1 of the episode. After selecting the file, the name of the file should appear next to the input box. • Specify the Part 2 AUDIO file to upload: This input is only required if the episode is longer than 1 hour, and requires 2 parts to upload. Follow the instructions for the specification of the first part of the episode, ensuring that the second part of the episode is selected at this point. After selecting a file, the name of the file should appear next to the input box. It is important to not reverse the parts of a multi-part episode. Part 1 must be specified in the first input, and part 2 must be specified as the second input.

Is the Metadata complete? Is the Metadata accurate? At this point, prior to uploading the episode files, it is important to verify that the metadata has been updated. In particular, for multi-part episodes, it is important that the title tag contain the term ‘Part 1’ for the first half audio file, and the title tag contain ‘Part 2’ for the second half. Ensuring the files are attached to the correct upload button here is the only way to prevent them from appearing out of order on the web page once they have been uploaded.

9.2.5. Start the Upload

At this point, the user should double check all values. Any value that is editable can be changed prior to continuing with the upload. However, once the SUBMIT button is pressed, the file will be uploaded with the information provided. If all parameters are correct, the user may proceed by pressing the SUBMIT button at the bottom of the form. The user should at this point wait until the server returns with a page indicating success or failure of the upload. In most cases, the upload will be successful.

CFUZ Studio Handbook 65 The uploading of the file at this point may take anywhere from 2 minutes to 30 minutes. Users who have used the system in the past have experienced a varied upload time. The Technical Department has looked into upload times, and currently has no explanation for the potential variance. If users experience an unusually long upload time, they are asked to inform the Program Director as soon as possible. 9.3. Summary of Website Uploading Steps

1. Prepare files for upload on the local computer. Know where the files are, and what they are called. This includes the audio file(s) and the play sheet PDF file (if available) 2. Navigate to the CFUZ program upload page: http://www.peachcityradio.org/admin/prog/uploadmyshow.php 3. Enter the username and password to access the page: prog cfuzSubmit 4. Select the program name from the drop down list. Press NEXT 5. Provide and verify any episode information to be entered 6. Select the files to be uploaded to the site, using the Choose File buttons for the play sheet (optional) and the audio file (or files, depending on whether the program is 1 hour or more than 1 hour in length. 7. Double check that all information is accurate 8. Press the SUBMIT button to initiate the download 9. Wait for the server to return with a page indicating whether the upload was successful or not

IMPORTANT NOTE ABOUT UPLOADING EPISDOES All program episodes must be uploaded in order. This is usually not an issue if the user is uploading their files consistently, once per week. However, please remember that if uploading multiple episodes at the same time, they must be uploaded in numerical order. Any subsequent episode upload can only take place after the previous file has been successfully uploaded.

CFUZ Studio Handbook 66 9.4. Looking Forward

It should be noted that the current method of uploading content to the website is due for an upgrade, and the Technical Department is currently working on this software. Programmers will be notified with ample time to learn the new uploading system. All current documentation will be updated and provided to programmers.

CFUZ Studio Handbook 67 10. FILE STORAGE This section gives a brief overview of how to manage file storage on the studio computer, and how to transfer freshly recorded audio files to a USB stick for transport to another computer. NOTE All computers at CFUZ are backed up on a regular basis. However, we recommend to programmers to keep a copy of their episodes at a separate location, for safekeeping. 10.1. Storing Files on the Studio Control Computer

The CFUZStudioOutput folder on the studio1.cfuz computer is the first repository for all audio output from the broadcast console. This is the destination for audio files either recorded or broadcast from the studio. All output audio files are by default named according to the time at which the recording began. This information is encoded in the filename itself. For instance, a file named: CFUZStudio-2019.07.03.13.55.00-1.mp3 Would indicate that this file was created at 1:55PM on July 3, 2019. These files will automatically be saved to the CFUZStudioOutput folder. Also in this folder, users will find several other folders, named for the various CFUZ programs (and for some individuals). These folders are for use by the hosts and producers of the programs. Hosts and producers may store audio files in these folders for as long as they like. These folders are a good place to keep one copy of the program archive. The Program Director also retains access to these folders, so depositing files here is also a good way to transfer files to the Program Director. Files within program or personal directories will NOT be removed without consulting with program hosts or producers. However, it should be noted that any files left in the main CFUZStudioOutput folder are NOT SAFE and may be deleted AT ANY TIME. Please ensure that any files intended to be kept, be moved out of the main folder prior to leaving the studio. This folder may not be cleaned up on a regular basis, but no guarantees can be made for any files left in this folder. 10.2. Taking Files Out of the Studio

Hosts and producers are welcome to take their recorded audio with them, either to further produce the content, or for safekeeping. We do recommend that all hosts and producers keep a copy of all their audio content off site, and carrying a USB memory stick at all times helps to facilitate the ability to do so. In order to copy a file from the studio1.cfuz computer to a USB memory stick, follow this procedure:

CFUZ Studio Handbook 68 1. Open a Finder window 2. Plug the USB memory stick into the black USB receptacle, which normally sits on the shelf just below the computer monitors 3. Notice that the USB stick will show up as an item in the Devices list on the Finder window. This is about half-way down the left side of the Finder window 4. Click once on the name of the USB stick to show the contents, and verify that this is the correct memory stick 5. Navigate back to CFUZStudioOutput by clicking on the CFUZStudioOutput entry at the top of the left side of the Finder window 6. Drag the file to be copied from the CFUZStudioOutput folder, to the USB device name, and drop the file there (release the mouse button) OR Highlight the file to be copied by clicking on it once, press Command-C to copy the file to the clipboard, click once on the destination folder in the USB drive, and click Command-V to paste the file in the destination folder 7. Properly eject the USB drive by clicking on the eject logo which will appear to the right of the USB drive name, on the left side of the Finder window Copying the file from the studio1.cfuz computer does not necessarily remove the file from the CFUZStudioOutput folder. Please ensure that the file is removed from that folder prior to leaving the studio. 10.3. Summary of File Transfer to USB Stick Steps

1. Locate the file to be copied from the computer 2. Copy the file to a USB stick using the procedure in section 10.2 3. Eject the USB stick 4. Move the file to the appropriate place in the CFUZStudioOutput folder 10.4. Looking Forward

The state of file handling on the studio1.cfuz computer is in flux. This procedure will be in place for a while, but expect that it will change. All hosts and producers will be duly informed of any changes, and all changes in procedure will be properly documented prior to being finalized.

CFUZ Studio Handbook 69 11. TROUBLESHOOTING INDEX

CFUZ Studio Handbook 70 A. SHORTCUTS APPENDIX This appendix contains an abbreviated list of all instructions found within this document for quick and convenient reference.

A.1. Summary of File Handling Steps

1. Navigate to the CFUZStudioOutput folder. 2. Locate and identify your recently completed recording. 3. Move the file to a folder assigned to your program. 4. Rename the file according to the CFUZ file naming format. Refer to Section 5 for full details.

A.2. Summary of Metadata Editing Steps

1. Open the Kid3 application 2. Using the Kid3 folder navigation, navigate to the folder containing the new mp3 file requiring metadata 3. IF COPYING METADATA FROM A PREVIOUS FILE: a. Select the previous audio file in the series b. In the metadata editing area, hit the copy button 4. Select the file to be edited by double clicking in the Kid3 application on the filename 5. Press the small ‘+’ button beside the Tag2 label in the Kid3 metadata editing area to open the metadata editing fields 6. IF COPYING METADATA FROM A PREVIOUS FILE: a. Hit the PASTE button in the metadata editing area b. Modify the metadata for this episode - don’t forget to update all instances of episode number, episode title. Likely to leave most other fields the same. 7. IF ENTERING METADATA BY HAND a. Enter all metadata

CFUZ Studio Handbook 71 b. Ensure that the TITLE, ARTIST, ALBUM, TRACK NUMBER, GENRE and DATE fields are accurately entered according to the formats described within this document 8. Save your work Refer to Section 6 for full details.

A.3. Summary of Logging Steps

1. Open a Google Chrome browser window (Firefox, or Safari should also work. Microsoft Internet Explorer is NOT recommended at this time). 2. Access the log spreadsheet, either by: a. Logging in to Google Drive with your Google account, or b. Following the provided link to the Google spreadsheet which is the log for your program. 3. Scroll down to the bottom of the log entries and fill in the new information for a new episode of your program. a. Ensure to fill in all information accurately and completely, including as many of the checkboxes that apply, for each track in the episode. This includes information pertaining to spoken word program episodes. 4. When complete, save a copy of the log sheet to your local computer for safekeeping. 5. Log out of Google Sheets if you are using a shared computer (for instance at the studio). Refer to Section 7 for full details.

A.4. Summary of Airtime Uploading Steps

1. Navigate to the Airtime system at https://airtime.peachcityradio.org 2. Login to the system a. If this is the first time logging in, ensure to change your password from that provided, so a secure value 3. Upload the new episode to the Airtime Library via the Add Media menu item

CFUZ Studio Handbook 72 4. Navigate to the Airtime Calendar, and open the block for adding/removing content 5. Locate the content to be added from the left side of the dialog 6. Drag the content to be added to the block over to the right of the dialog, and drop it in the appropriate place 7. Verify that the Program Block is complete, or whether it requires to be padded, and pad the block if necessary a. If padding at the end of the block, pad with music b. If padding a multi-part episode, pad with a Station ID and SPONSOR message between the two halves, and then with music at the end if necessary 8. Save the Program Block by clicking OK 9. Visually verify that the block is full by checking the progress bar on the block in the Calendar view - it should be solid orange 10.Log out of Airtime Refer to Section 8 for full details.

A.5. Summary of Website Uploading Steps

1. Prepare files for upload on the local computer. Know where the files are, and what they are called. This includes the audio file(s) and the play sheet PDF file (if available) 2. Navigate to the CFUZ program upload page: http://www.peachcityradio.org/admin/prog/uploadmyshow.php 3. Enter the username and password to access the page: prog cfuzSubmit 4. Select the program name from the drop down list. Press NEXT 5. Provide and verify any episode information to be entered 6. Select the files to be uploaded to the site, using the Choose File buttons for the play sheet (optional) and the audio file (or files, depending on whether the program is 1 hour or more than 1 hour in length.

CFUZ Studio Handbook 73 7. Double check that all information is accurate 8. Press the SUBMIT button to initiate the download 9. Wait for the server to return with a page indicating whether the upload was successful or not Refer to Section 9 for full details.

A.6. Summary of File Transfer to USB Stick Steps

1. Locate the file to be copied from the computer 2. Copy the file to a USB stick using the procedure in section 10.2 3. Eject the USB stick 4. Move the file to the appropriate place in the CFUZStudioOutput folder Refer to Section 10 for full details.

CFUZ Studio Handbook 74 B. GENRE METADATA TAG DIRECTORY APPENDIX This section contains the CFUZ Metadata Tag Directory, or a reference to the actual document.

CFUZ Studio Handbook 75 C. DOCUMENT HISTORY APPENDIX This section contains a detailed history of changes and revisions.

Revision Date Autor Details

Draft 0.1 2019-04-09 D Del Rizzo Initial draft of document.

CFUZ Studio Handbook 76